Event Planning works with you to ensure that your event goes as you plan and imagined. If you choose to rent one of our rooms, we can provide you with furniture for any setup and the technology to go with it. We have hosted weddings, quinceañeras, birthday parties, gaming competitions, national conferences, public figure speeches, corporate meetings, and much more! We work with each customer to decide on layout for their event, what technology we can offer to support the event, and the staffing to manage the equipment as needed.

The Event Planning office will work diligently with our customers to ensure every detail of their event is accounted for and planned accordingly. To begin, we establish a date and discuss our various available spaces with you to best suit your needs. Afterwards, we work to ensure the setup for the event can fit the required amount of people, as well as making sure your technological wishes are met. We will then create a to-scale diagram of the setup of your room for you to approve, or modify with some final adjustments if needed. Soon after the event has been booked, our clients will receive a confirmation email and external customers will receive a contract from the Event Planning office for their event. A 50% deposit will be due once the contract is established, with the final amount due two weeks before the event itself. If at any point you have a question or issue, you can reach out the Event Planning office for help.

Of course! Please feel free to reach out to our office in order to schedule a time to view possible venues, what various setups we could provide, and discuss pricing and the process of booking with our Event Coordinators.

For furniture, we have different types of furniture for a variety of setups. For social hour, feel free to book a cocktail table for standing or sitting at, or round tables for your banquet. For lectures or seminars, feel to have a thinner testing table with chairs. For auctions, we have standard sized tables ready to hold all of your items on display. Event Planning is ready to create any setup you can think of, and will work with you to ensure every seat at every table is placed perfectly to your liking.

Event Planning does not work with third parties; we will work only with those for whom the event is for. This is to minimize conflicts between the involved parties, as well as to ensure the information we are getting for the event is accurate and communication is happening in a timely and efficient matter.

Unfortunately, we do not accept reservations for more than six months in advance. This allows the Event Planning office the opportunity to ensure that academic classes can be scheduled in the required locations first, leading to fewer scheduling issues later on.

We also have a hard deadline of three business days before your requested date for all events. Any event closer than three business days will immediately be declined by our office, or cancelled if it is not finalized. However, we ask that all requests be submitted by of two weeks or more ahead of time to ensure proper scheduling of staff and the allocation of resources for your event(s).

Yes! Feel free to bring your own technology for your events, so long as it does not endanger others. Restricted items may include pyrotechnics (fireworks, sparklers, cherry bombs, etc.), the release of smoke or CO₂, or flying drones inside Event Planning's buildings. In the past, we have allowed small robots, DJ equipment, microphones, speakers, projectors, photo booths, and more! If you wish to check what equipment is allowed or where it may be allowed, feel free to reach out to our office for clarification on specific items.

If you do not have your own equipment, we have a great variety of technology for events as simple as small presentations to complex setups for a panel of professional speakers to speak to a national hybrid Zoom/in person conference. We have projectors, speakers, microphones, Zoom cameras, TV/computer combos, sound boards, and more, all available for rental to you for your events.

Unfortunately, Event Planning does not have or provide any decorations for your event. Our goal is to provide the perfect venue for you, along with the furniture and technology needed to ensure you can seat and be heard by everyone at your event. However, feel free to reach out to Aramark Catering at Texas A&M University for any linens, decorations, food, drinks, or similar requests.

Aramark Catering

_{Note: Please see FAQ about bringing your own food to your event.}

For the majority of our available spaces, we have no issue with our clients bringing outside food to the event. However, Event Planning and Aramark have contracts restricting the ability to bring outside food to two buildings: the Memorial Student Union Building and the Javelina Dining Hall. Any food provided within these two buildings must be supplied by Aramark, and any attempts to bring external food will result in the removal of said food, or in extreme cases, the cancellation of your event and expulsion from the building.

In certain cases, certain specialized foods may be allowed within the building by Aramark, but these food requests must be presented to and approved by Aramark beforehand.

Any event on campus with alcohol is required to have University Police Officers on stand-by throughout your event, at an additional fee. The fee and number of officers needed varies depending on the quantity of guests in attendance. For more information, please review the Off Duty Police Service Request sheet for more information.

Please note that the cost of the officers will be included in your invoice, and does not require a separate payment to another department.

University Police Pricing

A Special Event can be any event that occurs outside the day-to-day operations of the University. Special Events are usually short-term, and they can expose the institution to risk either directly or indirectly. Examples of Special Events include fundraisers, graduations, concerts, sporting/athletic events, political events, conferences, camps, film/TV production, etc. Ensuring a safe and successful event involves preparation and planning.

The Special Event Insurance Program provides protection to TAMUK staff members, recognized student organizations, and participants when conducting programs or activities related to the Special Event. The policy consists of accident medical and general liability coverage for all participants and staff during the event. As a condition of approval, each Special Event is required to show evidence of general liability and accident medical insurance coverage, or participate in a policy to be purchased by the University. The cost of the required insurance coverage will be the responsibility of the sponsoring department, and will be included in your invoice. There will be no need to pursue purchasing insurance independently or through another department.

Event Planning works hard to ensure that events are finalized well in advance of the date they occur on, in order to avoid mishaps or miscommunications due to the stresses placed on both parties by the approaching date, as well as to ensure we can properly schedule and staff your event as needed. As such, if you event is not finalized a week before its date, an automated email notifies you to contact our office or risk having your event cancelled due to a lack of communication.

As laid out in our contracts, deposit refunds for events with Event Planning are dependent on how long is left until your event. If your event is cancelled 90 or more days before the date of your event, 100% of your deposit will be returned to you. After 60 days prior to your event, then 50% of your deposit will be refunded. Within 30 days, 25% of the deposit is refunded to you. Finally, if cancelled two weeks or less, then your deposit is forfeit.